EXHIBIT SPACE CONTRACT
Exhibit Dates
Exhibitor move-in: Monday 3/18/2019 1:00 PM – 5:00 PM
Exhibitor move-in: Tuesday 3/19/2019 8:00 AM – Noon
Event: Tuesday 3/19/2019 1:30 PM – 6:00 PM
Event: Wednesday 3/20/2019 1:30 PM – 6:30 PM
Exhibitor move-out: Wednesday 3/20/2019 6:30 PM – 9:00 PM
1. Ownership
STEF, the SEMI-THERM Educational Foundation, is a non-profit 501 (c) (3) + entity dedicated to the development and presentation of educational opportunities and resources in the area of Thermal Management of Electronic Components and Systems. The annual SEMI-THERM symposium and exhibition is owned by STEF and all references pursuant to SEMI-THERM’s rules and regulations and exhibit management will be noted as STEF.
2. Indemnity and Limitation of Liability
Neither the STEF, or the Exposition Management nor the host hotel/convention facility, nor contracted decorator/drayage, nor any of its officers, agents, employees or other representatives shall be held liable for, and they are hereby released from liability for any damage, loss, harm or injury to the person or property of the Exhibitor or any of its visitors, officers, agents, employees or other representatives, resulting from theft, fire, water, or accident or any other cause. The Exhibitor shall indemnify, defend, protect, and save harmless the aforementioned from any and all claims, demands, suits, liability, damages, loss, costs, attorney’s fees, and expenses of any kind which might result from or arise from any action or failure to act on the part of the Exhibitor or its officers, agents, employees or other representatives.
3. Assignment of Exhibit Space
STEF SEMI-THERM shall assign the exhibit space to the Exhibitor for the period of the exhibit. Such assignment is made for the period of this exhibit only and does not imply that the same or similar space be held or offered for future exhibits. Every effort will be made to respect the Exhibitor’s space choices whenever possible, but the decisions of STEF SEMI-THERM will be final. Exhibits are assigned on a seniority basis. STEF SEMI-THERM reserves the right to transfer assignments when such action is deemed to be in the best interest of the total exhibition.
4. Contractor Services and information
STEF SEMI-THERM, in the best interest of the exhibitors, will contract with a General Contractor to provide various services to exhibitors. Such Contractor will provide all services for the exhibit area. Complete information, instructions, and schedules of prices regarding shipping and drayage, labor for erecting and dismantling, electrical work, furniture, cleaning, etc., will be included in the Exhibitor’s Service Manual, forwarded 10 weeks before the annual conference. An Exhibitor Service Center will be maintained on the exhibit floor to facilitate service requests from the Exhibitor. STEF SEMI-THERM assumes no responsibility or liability for any of the services performed or materials delivered by the foregoing persons and parties.
5. San Jose, California Union Guidelines
When union labor is required because of underlying contracts between the unions and management, Exhibitor shall comply with the then existing terms of said union contracts. In order to conform to union contract rules and regulations, it will be necessary for all exhibitors to utilize qualified union personnel for display work and material handling within the show.
5. a. Sign, Display and Allied Crafts Union
Members of this union claim jurisdiction over all setup and dismantling of exhibits including signs and carpet installation. This does not apply to the unpacking and placement of your merchandise (items produced by you for sales, scheduled for display in your booth, or literature describing same). Any installation of exhibits or displays which requires the use of hand tools, or more than one person, or longer than 30 minutes (including crating or uncrating) to install, or exceeds ten feet in any direction, shall be installed by employees covered by this Agreement.
5. b. Teamsters Union
This local Union claims jurisdiction over the operation of all material handling equipment, all unloading and reloading and handling of empty containers. An exhibitor may only move material that can be hand-carried by one person. Each booth is allowed only one trip. Hand-carried is defined as small cartons, packages, or portable lap-top computers that usually weigh less than 30 lbs. Unions claim jurisdiction under all other circumstances. No one, other than the official contractor’s employees, is allowed to use dollies, hand trucks, or other mechanical equipment. This includes, but is not limited to, I&D employees, hotel employees and facility employees.
5.c. Electricians Union – Truss and Lighting
TSE is responsible for supervision, assembly and removal of truss assemblies for lighting, audio-visual equipment & special effects, whether hanging or floor standing. All power, electrical labor orders, and additional requirements for such equipment must be placed through TSE as the electrical contractor. Your representative may be present during the assembly or the installation / removal of your truss or lighting.
6. Delivery and Storage of Equipment
Each Exhibitor shall be responsible for the delivery of equipment and/or display material to the exhibit hall and for removal of the equipment and/or display material. The Official Drayage/Service Contractor, shall control all traffic into and out of the exhibit areas to minimize delays and tie-ups. The Official Drayage Company will receive and store shipments made to them, and 30 days free storage will be allowed. Proper identification tags will be available at the service center of the exhibit floor and are to be attached to each item to be placed in storage. All packing materials such as paper, excelsior, etc., must be totally enclosed in containers.
7. Booth Equipment
Standard booth equipment consists of drape assembled on aluminum stanchions and telescopic crossbars, backs eight feet high and side rail dividers 36” high, a standard sign 11” x 17” bearing the name of the Exhibitor for the backdrop. All additional decoration or construction will be at the Exhibitor’s expense.
8. Booth Construction and Arrangements
No display may extend beyond the following dimensions: higher than eight feet from the back wall to three feet forward of the back wall and nothing over 42” in height shall extend forward for the remaining space to the front of the booth. Any portion of an exhibit that obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated booth space, or for any reason becomes objectionable at the discretion of STEF SEMI-THERM must be immediately modified or removed by the Exhibitor. All exposed parts of the display must be finished so as not to be objectionable to other exhibitors and/or STEF SEMI-THERM.
9. Subletting of Space
Exhibitors shall not assign or sublet any space allocated to them without the duly signed consent of STEF SEMI-THERM and may not advertise or display goods other than those manufactured or sold by them in the regular course of their business. Space assigned to the Exhibitor is for their exclusive use.
10. Insurance
Exhibitors desiring insurance upon their exhibits must place same at their own expense. Neither STEF SEMI-THERM nor its agents will be responsible for the safety of exhibits against fire, robbery, accident or any other destructive cause, or for any injury that may arise to the public leased area, or to the exhibitors or their employees while on show grounds. Exhibitors using non-official labor for booth set-up and teardown must provide certificates of insurance prior to the event.
11. Safety
Precautions: All construction material must conform to standard safety practices. Table and back wall drapes supplied by the official decorator, and those supplied by the Exhibitor, together with textile or paper displays and decorations must be flame- proofed. No combustible decorations such as crepe or tissue paper, cardboard or corrugated paper may be used at any time. All packaging containers and materials are to be removed from the floor and may not be stored under tables or behind displays. Displays are subject to inspection and approval for safety by the Fire Department of the city and subject to their codes.
12. Liability for Loss or Damage
STEF SEMI-THERM will provide a security guard for non-show hours. However, exhibitors are responsible for any loss of equipment and/or display material resulting from theft or misplacement. Do not leave laptop computers in your booth unattended. The Exhibitor hereby agrees to assume all risks relating to such property and shall hold STEF SEMI-THERM and its agents harmless from all loss or liability related thereof.
13. Exhibit Hours
STEF SEMI-THERM will establish hours and reserves the right to make changes; however, such changes will be made as far in advance of the exhibition as possible. Each Exhibitor is required to keep at least one attendant in the booth during all exhibit hours. It is the responsibility of each Exhibitor to have the exhibit in place before the official opening of the annual conference and to have the exhibit dismantled and removed after the official closing of the annual conference. The official closing hour of the exposition is 6:30 p.m., Wednesday, March 20, 2019. All exhibits are to be occupied and in operation until that time. Any company dismantling an exhibit prior to 6:30 p.m. on Wednesday will lose seniority points in the booth selection and may be asked not to exhibit in future STEF SEMI-THERM events. All property shipped by the Exhibitor is at the sole risk of the Exhibitor.
14. Vendor Workshops
Exhibitors have an opportunity to present a vendor workshop at SEMI-THERM on a first come first served basis at a specified cost. The presentation should respect the high technical level of expertise of the attendee. Workshops should not be used for sales presentations. Material presented during the workshop must be aimed at providing either basic technical information (i.e. tutorial type) and /or analysis using a specific exhibitor product, service, etc. The content of the presentation is the responsibility of the exhibitor; however, the Program Committee reserves the right to review workshop summaries for technical content. STEF SEMI-THERM and its agents are released from any liability and held harmless for any material presented in the vendor workshop presentation.
15. Hospitality/Demonstration Suites
Exhibitor hospitality/demonstration suites may not be held during day events and may not conflict with evening tutorials or any other evening event. Exhibitors must notify STEF SEMI-THERM of intent to host a hospitality suite.
16. Exhibitor Materials
Circulars or advertising material of the exhibitors may only be distributed within the booth assigned to the Exhibitor. Such material shall not be distributed to the hotel rooms of the convention registrants or in any area of the convention facilities that is not an assigned area of STEF SEMI-THERM.
17. Exhibit Set-up and Removal
Management will allow adequate time for exhibit set-up and removal. Exhibitor shall not set-up, assemble, remove or disassemble exhibits during exposition hours, and shall have its exhibits staffed during exposition hours. Violation of this regulation will result in denying Exhibitor space rental in future STEF SEMI-THERM symposiums.
18. Machinery Operation
All items on display may be in operation provided they comply with safety regulations, local ordinances, and noise restrictions. Noisy equipment used in demonstrations should be operated intermittently. Exhibitors may be requested to discontinue any noise which becomes objectionable to neighboring exhibitors and interferes with the effectiveness of their exhibits.
19. Cancellation or Termination of Exhibit
If, because of war, fire, strike, exhibit facility construction or renovation project, government regulation, public catastrophe, Act of God, or the public enemy or other cause beyond the control of STEF SEMI-THERM, the exhibit or any part thereof is prevented from being held, is cancelled by STEF SEMI-THERM, or the exhibit space becomes unavailable, STEF SEMI-THERM, in its sole discretion, shall determine and refund to the Exhibitor its proportionate share of the balance of the aggregate exhibit fees received which remain after deducting expenses incurred by STEF SSEMI-THERM and reasonable compensation to STEF SEMI-THERM. In no case shall the amount of refund to Exhibitor exceed the amount of exhibit fee paid.
20. Exhibitor Cancellation
If written notice of space cancellation is received by STEF SEMI-THERM by December 7, 2018, 50% of the monies received will be refunded. No refunds will be made for cancellations after this date. Exhibitors canceling on or after December 7, 2018, may have one copy of the SEMI-THERM proceedings but will not be given any other materials generated by the symposium. All exhibit space must be paid in full before any exhibitor is allowed to set- up on Monday, March 18, 2019. Any space not occupied by noon, Tuesday, March 19, 2019 shall revert to STEF SEMI-THERM without obligation on the part of STEF SEMI-THERM for any refund whatsoever. If exhibit materials have been delivered to the assigned booth, STEF SEMI-THERM reserves the right to charge labor costs in removing said unconstructed exhibit materials. Charge for this labor will be borne by the Exhibitor.
21. Agreement to Terms, Conditions, and Rules
STEF SEMI-THERM shall have full power to interpret these regulations. Matters not covered by the regulations shall be subject to final decision by STEF SEMI-THERM. These regulations may be amended at any time by STEF SEMI-THERM upon written notice by STEF SEMI-THERM to such exhibitors as may be affected by them. The Exhibit Space Contract when executed properly shall be considered a binding agreement between the two parties, with the terms, conditions and rules for exhibiting applying. Exhibitors shall abide by federal, state, and city laws, ordinances and regulations.
Communication with reference to STEF SEMI-THERM shall be addressed to:
SEMI-THERM Educational Foundation
3287 Kifer Road
Santa Clara, CA 95051, USA
Email: info@dev.semi-therm.org
Tel: +1 408- 840-2354